AI in Real Estate

12 tasks estate agencies can automate with AI this month

Estate agencies do not need a big “digital transformation” project to get value from AI. The quickest wins come from automating small, repetitive tasks that eat up time every week: admin, chasing, follow ups, and content creation.

That matters more than ever. UK portal marketing costs are a hot topic, and some industry reporting puts Rightmove’s average monthly revenue per advertiser at around £1,524, which can be one of the largest cost lines for an agency branch. Below are 12 tasks an estate agency can automate with AI this month, without making the business feel “robotic”.

1. Listing descriptions that sound consistent (and still human)

AI can turn bullet points into a clear, readable property description in seconds, in the agency’s tone of voice. It can also produce variations for sales, lettings, and social media.

The key is to keep a simple checklist: location, transport, schools, key features, and who the property suits. A human can then do a quick final edit before it goes live.

 2. Photo improvement and light virtual staging

AI can quickly tidy images: straighten, brighten, correct lighting, remove minor clutter, and create clean looking visuals for marketing.

Used sensibly, this helps a listing stand out without misrepresenting the property. It also reduces the cost and delay of outsourcing basic edits.

 3. Enquiry capture outside working hours

A lot of property interest happens when people are off work. AI chat on the website (or AI call handling) can capture details, answer basic questions, and push the lead into the CRM with the right tags. The agency still follows up personally, but with the admin already done.

 4. Lead qualification and lead scoring

AI can automatically ask a few key questions and score the lead:

For buyers: budget, mortgage in principle, timeline, preferred areas
For tenants: move in date, employment status, affordability range, pets
For landlords: postcode, property type, target rent, urgency, current occupancy

That means negotiators spend more time on serious enquiries, and less time going back and forth on basics.

 5. Viewing scheduling and diary coordination

AI can offer viewing slots, confirm availability, and send calendar invites automatically. It can also:

Send confirmations by email and SMS
Issue reminders the day before
Handle rescheduling without a phone ping pong

This reduces no shows and frees up front of house time.

 6. Post viewing feedback collection

Chasing feedback is one of the most time consuming tasks in lettings and sales. AI can send a friendly message after the viewing, capture structured answers, and summarise themes for the negotiator.

It can also flag “hot” signals, like someone asking about offer process or referencing solicitors and mortgage stages.

 7. Follow up sequences that do not feel spammy

AI can run simple follow ups for different scenarios:

Enquiry that has not booked a viewing
Viewing completed, no response yet
Offer made, awaiting next steps
Landlord lead, waiting for appraisal booking

The trick is to keep them short, clear, and timed well. AI drafts them, but the agency stays in control of the tone.

 8. Call notes, transcription, and CRM updates

A lot of time gets lost writing notes after calls. AI tools can:

Transcribe calls
Summarise the conversation
Extract action items
Auto update the CRM record

That improves consistency and reduces “where did that detail go?” moments, especially in busy weeks.

 9. Sales progression and chain update summaries

Chains create complexity and delays. AI can help by taking updates from emails and calls and turning them into a clear progression summary: what is done, what is outstanding, and who is responsible. That is useful for weekly vendor updates and internal handovers.

 10. Compliance reminders and recurring admin

Whether it is lettings compliance or internal “do not forget” tasks, AI powered reminders stop deadlines slipping.

 11. Marketing content repurposing (without starting from scratch)

AI can take one piece of information and repurpose it into:

A short Facebook post
A LinkedIn post
A newsletter paragraph
A “just listed” caption
A “price reduced” caption
A local area snippet

This is not about replacing marketing skill. It is about removing blank page syndrome and keeping output consistent, especially when the negotiators are busy.

 12. Basic rent and income admin, plus transaction categorisation

For agencies that handle managed properties (or work closely with landlords), finance admin can be a time drain.

A practical setup can include raising rent and service charge invoices, uploading bank CSV files, tracking earnings, and using AI support to help categorise transactions without deep accounting knowledge. That helps keep numbers clear in £, and reduces the “end of month scramble”.

 What to keep in mind when automating with AI

AI works best when the agency sets clear rules:

Keep humans in the loop for pricing, offers, and sensitive conversations
Use AI to draft and organise, not to make final judgement calls
Store data securely and control access

 Sources

GOV.UK sources are not needed for this piece, but the portal cost figure has been reported in UK industry coverage:
https://www.investments.halifax.co.uk/research-centre/news-centre/article/?id=21219784&type=bsm
https://www.lettingagenttoday.co.uk/breaking-news/2025/09/service-trying-to-rival-rightmove-slams-major-portals-charges/